Booking for Multiple Athletes (Family Accounts)

Enable parents to book multiple sessions for their children using a single account and shared credit balance

Where to find this: Schedule → Schedulers → [Select Scheduler] → Settings → Permission(s)

What you’ll accomplish

Set up your schedulers to allow parents to book sessions for multiple children from a single account. This is ideal for families with 2-3+ kids who all train with you—one parent manages everything from one account.

Success criteria: A parent with 10 credits can book 3 sessions (one for each child) on the same day, using 3 credits from their shared balance.

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How family booking works in CoachIQ

CoachIQ uses a single-account model for families:

• One parent account holds all credits and subscriptions
• Parent books sessions for each child as needed
• Credits deduct from the shared family balance
• No per-child limits—booking is only limited by available credits

Current limitation: There’s no built-in field to indicate which child each booking is for. Parents simply book multiple slots, and you’ll see “Parent Name” on each booking. Coordinate with families on who’s attending which session.

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Enable multiple bookings per timeslot

By default, users can only book a timeslot once. To allow families to book the same slot multiple times (one per child), enable this setting:

1. Open your scheduler settings

   Go to Schedule → Schedulers → click on the scheduler you want to configure.

2. Navigate to Settings tab

   In the scheduler builder, click Settings in the left sidebar.

3. Enable multiple bookings

   Scroll to the Permission(s) section and check “Allow athletes to book a timeslot more than once”.

   

   This setting is per-scheduler. Enable it on schedulers where families commonly book multiple kids (group classes, camps, clinics) and leave it off for 1-on-1 private sessions if needed.

4. Save your changes

   Click Update to save the scheduler settings.

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The parent booking experience

Here’s what parents see when booking for multiple children:

1. Parent logs into their account

   The parent uses their email and password to access the athlete portal or your website.

2. Parent views available sessions

   They see your schedulers with credit costs displayed (e.g., “1 Credit” per session).

   
3. Parent books first child

   They select a timeslot and book using credits. One credit is deducted.

4. Parent books second child

   They return to the same timeslot and book again. Another credit is deducted.

   With the permission enabled: The system allows this second booking.

   Without the permission: The system would block them with “You’ve already booked this slot.”

5. Repeat for additional children

   Parent continues booking until all children are registered. Credits deduct from their single balance with each booking.

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Setting up families for success

Recommended product setup

Create credit packages sized for families:

Package	Credits	Best For
Single Athlete	4-8 credits	One child training weekly
Family Pack	12-16 credits	2 children training weekly
Large Family	20-24 credits	3+ children or multiple sessions per week

Pricing strategy: Offer a slight discount on larger packages to incentivize families to purchase upfront. A “Family Pack” at $400 for 16 credits (vs.$200 for 8) rewards their commitment.

Communicate the workflow

Many parents expect separate accounts for each child. Set expectations upfront:

In your onboarding or welcome message:

“Families with multiple athletes: Create ONE parent account. Purchase a credit package, then book sessions for each child from that single account. Your credits are shared across all your children.”

On your registration form:

Consider adding a field asking “How many athletes in your household?” to identify family accounts early.

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Managing family bookings as a coach

Identifying which child is attending

Since bookings show the parent’s name, use these strategies:

Add booking notes

When you see a family has booked multiple slots, add a note to each booking indicating which child:

• Open the booking on your calendar
• Add a note: “Johnny (8th grade)” or “Sarah (6th grade)”
• This helps at check-in time

Ask at check-in

For group sessions, simply ask “Which [Last Name] kid is here today?” at check-in. Most coaches find this quick and natural.

Use tags on the parent profile

Add tags to the parent’s profile listing their children:

• Tag: “Parent of Johnny, Sarah, Mike”
• Quick reference when viewing their bookings

Create a family roster document

For families with 3+ kids, keep a simple reference:

Parent Account	Children
Smith Family	Johnny (14), Sarah (12), Mike (9)
Johnson Family	Emma (15), Liam (13)

Viewing family credit balances

To see how many credits a family has remaining:

1. Go to People → Clients
2. Switch to Credits View (top right dropdown)
3. Find the parent’s account
4. View their credit bank balance

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Common family booking scenarios

Parent wants to book 3 kids for the same group class

Solution: With the permission enabled, they book the same timeslot 3 times. Each booking deducts 1 credit (or whatever your scheduler costs).

What you’ll see: 3 bookings from “Parent Name” on that timeslot.

Parent wants different sessions for different kids

Solution: They book different timeslots as needed. No special setting required—this works by default.

Example: Book 4pm for Johnny (beginner class), 5pm for Sarah (advanced class).

Kids signed up with their own emails instead of parent

Problem: You now have 3 separate accounts instead of 1 family account.

Solution:

1. Have the parent create their own account
2. Sell the credit package to the parent account
3. Parent books going forward
4. The kid accounts can remain dormant or be used for in-app messaging

You cannot merge accounts or transfer credits between accounts. Prevent this by clearly communicating “Parents should register, not kids” during signup.

Family runs out of credits mid-month

Solution: Parent purchases another credit package. New credits add to their existing balance immediately, and they can continue booking.

One child quits but others continue

Solution: No action needed. The parent simply books fewer sessions. Remaining credits stay in their account for the other children.

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Best practices for coaches with family clients

Label your forms clearly

Change “Email” to “Parent’s Email” on registration forms to reduce kids signing up with their own accounts.

Size packages for families

Offer 12, 16, or 20-credit packages alongside your standard 4-8 credit options.

Send reminders to parents

Session reminders go to the booking account (parent), ensuring they coordinate which child attends.

Track families with tags

Tag parent accounts with “Family - 2 kids” or “Family - 3 kids” for quick identification.

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Frequently asked questions

Can I limit how many times a parent can book the same slot?

Not directly per-parent. The “Allow athletes to book a timeslot more than once” permission is either on or off.

However, you can use Max athletes per time slot to limit total capacity. If your group class holds 12 and one family books 3 spots, that leaves 9 for others.

Do credits expire for family accounts?

Credits follow your standard expiration rules (if any). There’s no special treatment for family vs. individual accounts.

Can siblings share a subscription?

Yes. If a parent has a monthly subscription that grants 8 credits/month, they can use those 8 credits across all their children however they choose.

What if a parent wants separate tracking per child?

CoachIQ’s current model uses one account per family. For completely separate tracking, they would need separate accounts—but then they can’t share credits.

Workaround: Use booking notes or tags to track which child attended which sessions.

How do refunds work for family bookings?

Same as individual bookings. If a parent cancels within your policy window, credits return to their shared balance. They can rebook for any child.

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Related articles

Credit System Overview

Deep dive into how credits work

Limits & Permissions

All scheduler permission settings

Managing Credits

Add, adjust, and track athlete credits